Rideau River Residence Association Constitution

2010-2011

CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

ARTICLE I – THE ORGANIZATION………………………………………………….. ARTICLE II – OBJECTIVE OF THE ORGANIZATION……………………………… ARTICLE III – DEFINITION AND INTERPRETATIONS……………………………. ARTICLE IV – STRUCTURE OF THE RIDEAU RIVER RESIDENCE ASSOCIATION…………………………………………………………. ARTICLE V – AMENDMENTS TO THE CONSTITUTION………………………….. ARTICLE VI – MEMBERSHIP…………………………………………………………. ARTICLE VII – BYLAWS………………………………………………………………. ARTICLE VIII – POLICIES……………………………………………………………...

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CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

PREAMBLE The Rideau River Residence Association operates under four fundamental types of regulations: 1. The Constitution 2. The By-laws 3. The Policies 4. The motions passed by RRRA Council The Constitution is composed of “Articles” and is the binding charter of all those documents listed above. The Constitution states the aims of the Association and who the members of the Association are. It explains how Policies and By-Laws are enacted and amended as well as how the Constitution itself is amended. The By-laws were created to act in association to the Articles of the Constitution. They are more specific in nature and are much easier to amend, repeal, or create but they cannot conflict with the Constitution. The By-Laws give direction to the day to day operations of the Association. Policies are divided into procedural and operational guides for the Association. The individual Motions of Action passed at Council are the legislation of the Association. These legislations shall not conflict with the Constitution, By-laws, or Policies of the Association.

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CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

THE CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION (RRRA Inc.) This document will be known as the Constitution of the Rideau River Residence Association and will take precedence over any by-laws, rules, regulations, and policies implemented by the Rideau River Residence Association and its members. ARTICLE I – THE ORGANIZATION 1.0 The Organization shall be known as the Rideau River Residence Association and shall represent all undergraduate students living in residence at Carleton University. ARTICLE II – OBJECTIVE OF THE ORGANIZATION 1.0 The objectives of the Association are: a. To meet and facilitate the needs of Carleton University residence students in order to provide a sense of community. b. To represent the needs and interests of residence students of Carleton University to the University Administration, the public and public officials and any other organizations. c. To provide and maintain a responsible student association. d. To advance the cause of higher learning to Carleton University and the Province of Ontario. e. To assist and promote tolerance in maintaining a social academic environment free of prejudice, exploitation, or abuse on the basis of, but not limited to, sex, sexual orientation, race, ethnic origin, language, age, nation or social status, political affiliation or belief, disability, or marital status. ARTICLE III – DEFINITION AND INTERPRETATIONS 1.0 In all of the Associations governing documents, the definition of any word shall be that considered in The Oxford Dictionary, except as otherwise defined. 2.0 Definition: a. The terms “RRRA” or “Association” may be used to refer to the organization. b. “CUSA” refers to the Carleton University Student’s Association. c. “GRC” refers to the Graduate Residence Caucus. d. Abuse is to be defined as improper practice and/or to make a bad or wrong use of one party and/or object by another party. e. Prejudice shall be defined as any bias for or against any object or party resulting in any differential treatment. f. Disability is defined as a physical, psychiatric or learning dysfunction, which may create social, environmental and/or educational disadvantages. g. Exploitation is defined as taking unfair advantage of a party for one party’s advantage or another party’s disadvantage. 4

CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

h. The term “Council” may be used to refer to Students’ Council and “Councillor” to a member of the Students’ Council. i. A residence student shall be any person who registers at Carleton University and resides in residence. j. Members shall be defined as any undergraduate residence student who pays the Association’s fees or is required to pay the Association’s fees. k. Proper Notice shall be deemed as one meeting prior to the intended date of presenting the amendment. ARTICLE IV – STRUCTURE OF THE RIDEAU RIVER RESIDENCE ASSOCIATION 1.0 The structure of the Rideau River Residence Association is organized according to the following general categories: a. The Electorate shall be all Members of the Association. b. The Legislative Body shall be the Students’ Council. c. The Administrative Body shall be the executive. d. The Judicial Body shall be the Constitutional Board. e. Advisory bodies shall be all standing and Ad Hoc committees of student’s council. 2.0 Authority of the Electorate The Electorate: a. Shall be entitled to vote in any election or referendum held by the Association, subject to any restrictions in the Constitution and further subject to any Bylaws and Policies governing elections and referendums. b. Shall be able to attend, propose motions, amendments, and have full speaking rights, at meetings of the Students’ Council, and attend, by invitation only, meetings held InCamera. c. Shall be employable by the Associations’ businesses and services. d. Shall be eligible to run in RRRA elections subject to any restrictions in the Constitution and further subject to any Bylaws and Policies governing elections and referenda. e. Shall be entitled to sit and vote on any of the Association’s committees. f. Shall have the right to challenge any act of Students’ Council, its members, its officers, or its agents, which contravenes the RRRA constitution, Bylaws, or Policies, by submitting a written challenge to the Chair of Students’ Council. 3.0 Authority of the Legislative Body

The Legislative Body: a. Shall preside over all of the organizations of the Association, excluding the Constitutional Board. In this respect, Council is empowered to settle all disputes that come before it, which are within the jurisdiction of the Association. b. Shall initiate, approve, or reject any of the Association's expenditures, and entrepreneurial activities. 5

CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

c. Shall determine the number of Vice-Presidents and Directors, and the responsibilities of each. d. Shall not eliminate a vice-presidential position that is not vacant. e. Shall have the power to enact amendments to the Constitution, Bylaws and Policies. f. Shall be the sole body with the power to ratify the budget. Students' Council may amend the budget at any time. g. Shall have legislative jurisdiction over all Advisory Bodies administered by RRRA. 4.0 Authority of the Administrative Body Advisory bodies administered by RRRA shall be the administrative responsibility of the three executives. 5.0 Authority of the Judicial Body The Constitutional Board shall be responsible for dealing with any challenges to rule that any act of its members, Students’ Council, its agents, or its officers is in contravention of any Bylaw, the Constitution or Policy of the Association. 6.0 Advisory Bodies A structured committee system shall be maintained by RRRA. These committees shall be responsible for investigating things as directed by student’s council and report to student’s council. ARTICLE V – AMENDMENTS TO THE CONSTITUTION 1.0 Authority a. Council shall have the power to enact amendments to the Constitution. b. All amendments to the Constitution must be approved by Council. In instances where Council is not in session, changes may not be made. c. The membership of the Association has the power to enact amendments to the Constitution by referendum. d. Amendments to the Constitution, upon acceptance, shall have as much force as any other section of the Constitution. 2.0 Proposal of Amendments

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a. Any member of the Association may propose an amendment to the Constitution at any meeting of Council, subject to public and proper notice. 3.0 Enactment by Referendum a. Any member of the Association is eligible to vote in any referendum dealing with an amendment to the Constitution. b. For a Constitutional amendment to be approved by referendum, the question must receive a simple majority of all actual voters and also a simple majority in three Residence buildings. c. The question for the referendum must be approved by a simple majority vote of Council no later than fourteen (14) days before the scheduled date of the referendum. d. Constitutional referenda must be held in conjunction with scheduled elections or by-elections. 4.0 Enactment by Council a. An amendment may be enacted at a meeting of Students’ Council by a five-ninths (5/9) majority of all members of Council, provided that proper and public notice has been given. ARTICLE VI – MEMBERSHIP 1.0 Members of the Student Association Active members of the Student Association shall be: a. Any undergraduate residence student who pays the Association’s fees or is required to pay the Association’s fees is considered to be in good standing. b. Entitled to vote in any election or referendum held by the Association, subject to any restrictions mentioned in the constitution and further subject to any by-laws governing elections and referenda. 2.0 Honorary Members Honorary members of the Association shall be: a. Approved by a majority vote of council. b. Able to speak at student’s council meetings. c. Scrutineer for a general election or referendum. ARTICLE VII – BYLAWS 1.0 Authority

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a. The by-laws shall take precedence over all rules, regulations enacted by the Association except for any provision of the Constitution. b. Council has the authority to enact by-laws at any meeting of Students’ Council by a simple majority of all members of council, as long as proper and public notice has been given. 2.0 Amendments to Bylaws shall be enacted in the same manner as bylaws are enacted.

ARTICLE VIII – POLICIES 1.0 Authority a. Policies shall not conflict with, or attempt to vary, any provision of the Constitution or any by-law of the Association. b. Council has the authority to enact policy at any meeting of student’s council. 2.0 Enactment, Amendment and Repeal a. A motion of policy reported to Council may be enacted by a majority of all members of Council. b. Council shall have the power to amend or repeal any policy of the Association at any meeting of all members of Council, effective immediately upon proper notice. c. In the event of an “Emergency Motion” public and proper notice can be waived by a (5/9) majority of all members of Council. Provided notice has been waived an “Emergency Motion” to amend, repeal or enact a policy can be passed by a vote in favour of (5/9) of all members of Council.

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BYLAWS OF THE RIDEAU RIVER RESIDENCE ASSOCIATION
BYLAW I – COUNCIL…………………………………………………………………. BYLAW II – EXECUTIVE……………………………………………………………... BYLAW III – CONSTITUTIONAL BOARD………………………………………….. BYLAW IV – FINANCES AND FEES…………………………………………………. BYLAW V – COUNCIL STANDING COMMITTEES…………………………………

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(RRRA Inc.)

BYLAW I – COUNCIL
1.0 1.1 Composition Council shall be comprised of the following members: a. The President, Vice President Administration, and Vice President Programming of the Association elected by and from the membership of the Association. b. Fifty (50) Floor Representatives elected by and from their respective floors with a maximum of one (1) Floor Representative per floor. c. One (1) representative appointed by and from and sitting at the pleasure of the Carleton University Student’s Association. This representative will be a voting member. d. One (1) representative appointed by and from and sitting at the pleasure of the Graduate Residence Caucus. This representative will be a voting member. e. A non-voting representative is defined as an individual who cannot vote, move a motion, or amend the constitution. f. Only elected members of the Association shall be eligible to hold a council seat. g. It is the duty of each Councillor to attend each Council meeting during their term in office. Authority a. The legislative authority of the Association shall be vested in the Council. b. The term “Council” may be used to refer to the Residence Students’ Council; the term “Councillor” to a member of the aforementioned Council. Length of Terms of Office a. Council’s term of office shall begin May 1st following the General Election and shall end on the following April 30th.

1.2

1.3

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b. Newly elected individuals elected due to vacancies shall hold office from the date of the by-election to the following April 30th. 1.4 Floor Representative a. All Floor Representatives must represent their floor and be its voice to the Residence Students’ Council. b. Floor Representatives should let their floors know what will be discussed at Council meetings and relay the information discussed at meetings to their floors. c. It shall be the duty of each Floor Representative to uphold Community Standards in such a manner as required therein. d. It shall be the duty of each Floor Representative to provide access to the Constitution and all other documents and activities of the Association to their constituents. e. Floor Representatives may have co-floor representatives when they are unable to attend a meeting, and must be from the same respective floor. Co-floor representatives shall act as a proxy for the Floor Representative if he or she is absent. The Chair shall be: a. Responsible for the orderly conduct of business at Council meetings and the preparation and distribution of an agenda for each meeting. b. Preference is given to a RRRA member, hired in accordance with the Association’s hiring policies, and shall act as chair of council. However, in the event of a candidate being deemed as unqualified by the executives, RRRA will accept application from the greater Carleton University. c. The President shall act as the Chair, in the event that the Chair is challenged or unable to attend the meeting. The Council Clerk shall be: a. Responsible for recording and distributing the minutes of each Council meeting. b. A member of the Association. c. The Vice President Administration shall act as the Council Clerk, in the event that the Council clerk is unable to attend the meeting.

1.5

1.6

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BYLAW II – EXECUTIVE
1.0 Composition a. The Executive shall consist of the President, Vice President Administration, and the Vice President Programming. 2.0 Filling Vacant Executive Positions a. Should the position of President become vacant, the Vice President Administration shall assume the administrative responsibilities of the President until the position is filled by means of an election by the Members of the Association. b. Should the position of the Vice President Administration become vacant, the President shall assume the administrative responsibilities of the Vice President Administration until the position is filled by means of an election by the Members of the Association. c. Should the position of the Vice President Programming become vacant, the President shall assume the programming responsibilities of the Vice President Programming until the position is filled by means of an election by the Members of the Association. d. A general election shall be held each year in the Winter term to fill the seats of President, Vice President Administration, and Vice President Programming, and Floor Representatives. e. By-elections shall be held within six (6) months of the occurrence of a vacancy in the seats of President, Vice President Administration, and Vice President Programming, and those declared elected shall take office immediately.

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BYLAW III – CONSTITUTIONAL BOARD
1.0 The Constitutional Board shall consist of: a. Three (3) members of Council, of which no more than one (1) shall be an Executive member and for which there shall be two (2) alternates; b. Two (2) members of the Association who are not members of Council for which there shall be one (1) alternate. c. A meeting of the Constitutional Board shall have quorum if five (5) members of the Board or their alternates are present. d. Proxies are not permitted at the Constitutional Board meetings. e. A chair shall be elected at the first meeting of the Constitutional Board. The chair’s duties will be to inform challenger, challenged and Board members of meeting dates and times as well as informing Council of all Board rulings. 2.0 2.1 Terms of Office The term of members, and alternates, shall be from the point of ratification until April 30 of that academic year or until such time as the members resigns or is remove due to a conflict of interest. At the first meeting of Students’ Council following the occurrence of a vacancy in the position of a member or an alternate of the Constitutional Board, Students’ Council shall fill the vacancy. The Chair shall: a. Give public notice of the time, date and location of the Board meeting. b. Be responsible for meeting the requirements of the Constitution imposed on the Board.

2.2

3.0

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c. Inform Council of any decisions of the Board. 4.0 4.1 Authority The Constitutional Board shall have the authority to rule on any challenge alleging an act of the Executive or Council, and their officers or agents in contravention of the RRRA Constitution. The Constitutional Board shall have the authority to rule on any challenge alleging an act of the Executive or Council, and their officers or agents in contravention of any by-law of the Association. All rulings and decisions of the Constitutional Board are final and binding unless overturned by a two-thirds (2/3) vote of all eligible members of Council. Appeals to Council must be submitted in writing, stating grounds of appeal, to the Vice President Administration. A majority of Council must vote in favour of hearing the appeal. In the event that a challenge is filed against an election, the Constitutional Board has the authority to instruct the Chief Electoral Officer to call a new executive and/or floor representative election as deemed necessary. In the event that a constitutional board is summoned, it shall be the responsibility of the Vice-President Administration to ensure that the challenging party or parties, the VicePresident Administration or designated executive member, and the elections office each have a copy of the written complaint for record and preparatory purposes. Challenges Challenges must be submitted in writing to the Vice President Administration. The Vice President Administration will be responsible for giving the Challenge to the constitutional board within forty-eight (48) hours of receipt of the challenge. After receiving the challenge from the Vice President Administration the Constitutional Board will convene to evaluate the validity of the challenge according to Article X 1.0 sections a. and b. Decide through majority vote whether the case will be heard. If the Constitutional Board agrees to hear the challenge it must render a decision within fourteen (14) days of notification. All challenged actions will be considered valid until Council is informed of the Board’s ruling. All challenged actions shall be considered valid until Students’ Council is informed of the Constitutional Board’s ruling. 14

4.2

4.3 4.4

4.5

4.6

5.0 5.1 5.2 5.3

5.4 5.5 5.6

CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

5.7 6.0 6.1

All constitutional challenges within a specific RRRA year shall only be heard by the Constitutional Board within that RRRA year, ending April 30th. Conflict of Interest At the beginning of every challenge the Vice President Administration shall call a meeting of the Constitutional Board and ask the members if they are in a conflict of interest situation. If any members declare a conflict, they will be replaced by an alternate chosen by the Board from the alternates elected by Council. If the Board feels that a member is in conflict of interest situation and that a member refuses to step down, an emergency meeting of Council will be called subject to Article IV, section 6.0. The member in question will be required to step down from that challenge by two-thirds (2/3) vote of Council. Order of Proceedings All meetings of the Board are in-camera and all submissions to the Board and testimony heard by the Board will be confidential until the Board’s ruling is given to Council. The Challenger and Challenged may bring any witness (es) they feel they need to present their case and the Board may call any witness (es) if they feel it is necessary. At the meeting: i) The challenger makes a presentation ii) The Board members and the challenged may then ask questions, iii) The challenged makes a presentation iv) The Board members and the challenger may then ask questions. Both parties will then be required to leave the hearing at such time that the Board members have no further questions. The Board members will then deliberate. If the Board’s finding and ruling is unanimous, it will be noted in the ruling. When presented, the document becomes public although the challenger’s name and any identifying information, as determined by the Constitutional Board, shall remain private. Rulings The Constitutional Board shall rule on the challenge and the act of Students’ Council, its members, its officers, or its agents. The Board reserves the right to rule on any challenge on the basis of all of the RRRA Constitution, Bylaws and Policies, and not on just the basis or articles suggested in submissions and/or presentations. 15

6.2

7.0 7.1 7.2 7.3

7.4 7.5 7.6 8.0 8.1 8.2

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8.3 8.4

The ruling of the Board shall be final. Copies of the Board’s written ruling shall be made available at the RRRA office for Members of the Association.

BYLAW IV – FINANCES AND FEES
1.0 1.1 Collection of Moneys The University administration shall collect the Association’s fees for and on behalf of the Association. RRRA Inc. shall enter into a contractual agreement with the University, which in turn will be authorized to collect the Moneys and transfer them to RRRA Inc. in due course. The Association may collect the Moneys through business enterprises and other means as approved by the Executive and Association. All Moneys collected by the Association shall be deposited in the name of RRRA Inc. in a financial institution approved by the Executive and Association. Appropriation of Moneys The President shall be responsible for the presentation of the budget to Council, detailing the appropriation of the Association’s Moneys no later than the second council meeting of the first Academic term. The budget shall be subjected to ratification by Council. Council may amend the budget at any time. Council may not amend a budget retroactively. It requires a two-third vote of all eligible councilors to overturn a budgetary decision supported by a two-third vote by the Executive. Any and all increases or decreases in the RRRA fee must first be approved by referendum.

1.2 1.3 2.0 2.1

2.2 2.3 2.4 2.5 2.6

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2.7

The President shall be responsible for the presentation of the Mid-Term Financial Review to Council detailing the Year-to-date expenditures ending December 31, of the Association’s Money’s no later than mid-February. Accounting of Moneys The President shall be responsible for the preparation of monthly financial statements for the periods ending, all of which shall be presented to Council and the executive during the current President’s term. Disbursement of Moneys The President shall be responsible to Council and to the Executive for the disbursement of Moneys in accordance with the budget. Executive Compensation From May 1st until April 30th: i) All Executive members shall be entitled to a benefit equal to the value of a maximum of five (5) tuition credits per Academic year. ii) All Executive members shall be compensated for Room & Board, iii) All Executive members shall be compensated for their course textbooks. iv) All Executive members shall be given a bi-weekly salary. v) All Executive members shall be given a cellular phone allowance; no greater than $35.00 per month. Each Executive Member is entitled to a RRRA Credit Card. Items on the card are strictly used for RRRA business related items. The Credit Card may NOT be used for the following: i) Alcohol ii) Meals greater than $35.00 per person, and iii) Personal use Each Executive Member must provide a receipt for their expense for auditing purposes and accountability of the Executive Member and the Association. In the case that an Executive Member has been found to be misusing the Credit Card, the Credit Card will be confiscated and possible measures of impeachment may be taken in serious violations.

3.0 3.1

4.0 4.1 5.0 5.1

5.2

5.3 5.4

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BYLAW V – COUNCIL STANDING COMMITTEE’S
1.0 The Advisory bodies of the Association shall include, but not be limited to, the following standing committees: i) Constitution and Policy Review, ii) Financial Review, iii) Food Services, iv) Political Action and Sustainability, v) Residence Issues, and vi) Special Events and Community Outreach These bodies shall act solely as information bodies to Council. RRRA Council may establish ad-hoc committees for such purposes and on such terms as it deems appropriate. Standing Committees shall be actively encouraged to examine Council business of a relevant nature to the Committee. Standing Committees may also undertake projects with the aim of educating students or raising awareness of issues related to the mandate of the respective Committees. Striking Standing Committees Standing Committees of the Rideau River Residence Association shall be struck with the aim of advising RRRA Council in areas of, but not limited to, policy, action and planning, where it feels that such recommendations would improve the Students’ Association. To this end, Standing Committees shall respond to requests from Members and member groups of the Association to research matters of the respective Committee. Standing Committees shall be struck by a simple majority vote of council.

1.1 1.2 1.3 1.4 2.0 2.1

2.2

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2.3

The striking of Standing Committees shall be the responsibility primarily of the appropriate Executive member or Council delegate; however this does not preclude other members of the Association endeavoring to strike any Standing Committee. There shall be one session during which Standing Committees shall sit. This shall be the Fall/Winter Academic Term, which shall begin September 1 and end April 30. Not all Standing Committees need to be struck during the Summer Session. Committee Membership Each committee shall be composed of a member of the executive, as designated in the “Terms of Reference”, an elected chair, RRRA floor representatives, and members of the association at large, all of which shall have voting rights. Should members of the RRRA executive attend committee meetings other than those committees which they are designated to by the committee’s mandate; they shall sit as exofficio members. Any member of a standing committee can be removed for cause by a 2/3 vote of such committee in the event that such member has unsatisfactory attendance, participates in dilatory or disruptive actions, or otherwise contributes to inadequate committee effectiveness. Standing Committee Chairpersons The Chair of each Standing Committee shall be elected by the Committee at the first meeting of the Fall/Winter Academic term, unless otherwise decided by RRRA Council. The Chair of each Standing Committee shall: a. Be responsible for the consistent scheduling, and public and proper notice of Committee meetings. b. Be responsible for the recording and filing of minutes for each Committee meeting. c. Be responsible for the preparation of agendas for each Committee meeting. To this end, the Chair will accept agenda submissions from Council and any interested member or member group of the Association. d. Be responsible for keeping track of the members of the Committee. e. Be responsible for submitting bimonthly written reports on the progress of the Committee to Council. Such reports shall be approved beforehand by the Committee. f. Be responsible for ensuring that Committee recommendations are made aware of at Council. The Chair for the Financial Review Committee and Constitution and Policy Review Committee shall be the President and the Vice President Administration respectively.

2.4 2.5 3.0 3.1

3.2

3.3

4.0 4.1 4.2

4.3

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4.4

The Chair of a Standing Committee may be removed from his or her position as chair at any time during a given session by a majority vote of the members of that committee, except for those committees mentioned in 4.3. Should the position for Chair become vacant due to their resignation or removal, the election of a new chair shall commence immediately. Quorum for Standing Committees Quorum for Standing Committees shall be three (3) voting members. Terms of Reference All Standing Committees are subject to any subsequent Terms of Reference, which may be passed by council.

4.5 5.0 5.1 6.0 6.1

Terms of Reference for RRRA Committees
Section 1: Constitutional Review Committee (CRC)

1. This committee shall be responsible for recommending and overseeing changes to the RRRA Constitution and policies to Council. This includes dealing with fundamental changes to the structure of the Association. Its main function is to introduce resolutions to council on constitutional change. It shall where necessary; a) Inquire into substantial deviations from the guidelines, policies and codes set forth in RRRA’s Constitution, and report on these to Council; b) Make recommendations to council on how to prevent contraventions of the RRRA Constitution. 2. The Vice-President Administration and President will be the designated Executive members to sit on the committee. However, this designation is at the discretion of the RRRA Executive. If members of the RRRA Executive other than the designated members choose to take part in the Committee, they shall sit as ex-officio members. 3. The designated executive members for the Constitutional Review Committee is responsible for calling the first meeting of their committee prior to November 1st. 4. Quorum of the committee is met when a minimum of three members of the association and the designated executive member are present. 5. The Constitutional Review Committee shall meet at least once a month between October and March excluding December (under the discretion of the chair).

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6. This committee shall act solely in an advisory capacity to Council and the RRRA Executive, and possess no binding-authority. 7. The Committee Chair shall design the CRC’s Agenda for every meeting. Members, with the exception of the RRRA Executive, wishing to have specific items placed on a meeting agenda shall contact the chair 2 business days prior to a scheduled meeting. The agenda will be made available to members 1 business day prior to a scheduled meeting upon request. 8. Emergency meetings may be called at the discretion of the committee chair, at the request of RRRA Council, at the request of the RRRA Executive, or at the request of two members of the Constitutional Review Committee. In the latter case, notice will have to be given to the chair within a reasonable time period. 9. The Committee Chair shall inform members of the committee and RRRA at large of all meetings at least 2 business days prior to calling such a meeting. 10. The Committee Chair shall report to Council at every RRRA meeting and inform representatives of pertinent issues and concerns brought up at the committee meeting. Section 2: Financial Review Committee (FRC) 1. This committee shall be responsible for recommending and overseeing changes to RRRA's financial institutions and documents to Council. This includes dealing with budgets, mid-term financial reviews and audits of the Association. Its main function is to keep up to date on RRRA Businesses, including but not limited to: Abstentions, the Bree’s Inn, the RRRA Office, and the Resin. 2. The President will be the designated Executive member to sit on the committee as chair. If members of the RRRA Executive other than the designated member choose to take part in the Committee, they shall sit as ex-officio members. 3. The designated executive member for the Financial Review Committee is responsible for calling the first meeting of their committee prior to November 1st 4. Quorum of the committee is met when a minimum of three members of the association and the designated executive member are present. 5. The Financial Review Committee shall meet at least once a month between October and March excluding December (under the discretion of the chair). 6. This committee shall act solely in an advisory capacity to Council and the RRRA Executive, and possess no binding-authority. 7. The Committee Chair shall design the FRC's Agenda for every meeting. Members, with the exception of the RRRA Executive, wishing to have specific items placed on a 21

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meeting agenda shall contact the chair 2 business days prior to a scheduled meeting. The agenda will be made available to members 1 business day prior to a scheduled meeting upon request. 8. Emergency meetings may be called at the discretion of the committee chair, at the request of RRRA Council, at the request of the RRRA Executive, or at the request of two members of the Financial Review Committee. In the latter case, notice will have to be given to the chair within a reasonable time period. 9. The Committee Chair shall inform members of the committee and RRRA at large of all meetings at least 2 business days prior to calling such a meeting. 10. The Committee Chair shall report to Council at every RRRA meeting and inform representatives of pertinent issues and concerns brought up at the committee meeting. Section 3: Food Services Review Committee (FSRC) 1. This committee shall be responsible for recommending changes to Carleton University’s Dining Services. Its main function is to act as a primary link between residence students, the Vice-President University Services and the University’s Dining Services provider. a) Meetings will provide a forum for discussion and communication on issues relating to the residence cafeteria and other Dining Services establishments on campus, which include, but not limited to: food quality, dietary needs of students, menu items, meal plans, operating costs, staffing, and accessibility. 2. The Vice-President Administration will be the designated Executive member to sit on the committee. However, this designation is at the discretion of the RRRA Executive. If members of the RRRA Executive other than the designated member choose to take part in the Committee, they shall sit as ex-officio members. 3. The designated executive member for the Food Services Review Committee is responsible for calling the first meeting of their committee prior to November 1st, at which time the committee shall elect a chair for the remainder of the year. 4. Quorum of the committee is met when a minimum of three members of the association and the designated executive member are present. 5. The Food Services Committee shall meet at least once a month between October and March excluding December (under the discretion of the chair). 6. This committee shall act solely in an advisory capacity to Council and the RRRA Executive, and possess no binding-authority. 7. The Committee Chair shall develop a working relationship with the RRRA Executive, and with the RRRA executive member designated to deal with Food Services matters. 22

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8. The Committee Chair shall design the Food Services Review Committee Agenda for every meeting. Members, with the exception of the RRRA Executive, wishing to have specific items placed on a meeting agenda shall contact the chair 2 business days prior to a scheduled meeting. The agenda will be made available to members 1 business day prior to a scheduled meeting upon request. 9. Emergency meetings may be called at the discretion of the committee chair, at the request of RRRA Council, at the request of the RRRA Executive, or at the request of two members of the Food Services Review Committee. In the latter case, notice will have to be given to the chair within a reasonable time period. 10. The Committee Chair shall inform members of the committee and RRRA at large of all meetings at least 2 business days prior to calling such a meeting. 11. The Committee Chair shall report to Council at every RRRA meeting and inform representatives of pertinent issues and concerns brought up at the committee meeting. Section 4: Political Action and Sustainability Committee (PASC) 1. This committee shall be responsible for addressing political and sustainability issues of residence students and the greater community. 2. Meetings will provide recommendations on improving social justice as well as environmental issues. 3. The Vice President Administration shall be the designated Executive member to sit on the committee. However, this designation is at the discretion of the RRRA Executive. If member of the RRRA Executive other than the designated member choose to take part in the Committee, they shall sit as ex-officio members. 4. The designated executive member for the Political Action and Sustainability Committee is responsible for calling the first meeting of their committee prior to November 1st, at which time the committee shall elect a chair for the remainder of the year. 5. Quorum of the committee is met when a minimum of three members of the association and the designated executive member are present. 6. The Political Action and Sustainability Committee shall meet at least once a month between October and March excluding December (under the discretion of the chair). 7. This committee shall act solely in an advisory capacity to Council and the RRRA Executive, and possess no binding-authority.

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8. The Committee Chair shall develop a working relationship with the RRRA Executive, and with the RRRA executive member designated to deal with Political Action and Sustainability Committee. 9. The Committee Chair shall design the Political Action and Sustainability Committee Agenda for every meeting. Members, with the exception of the RRRA Executive, wishing to have specific items placed on a meeting agenda shall contact the chair 2 business days prior to a scheduled meeting. The agenda will be made available to members 1 business day prior to a scheduled meeting upon request. 10. Emergency meetings may be called at the discretion of the committee chair, at the request of RRRA Council, at the request of the RRRA Executive, or at the request of two members of the Political Action and Sustainability Committee. In the latter case, notice will have to be given to the chair within a reasonable time period. 11. The Committee Chair shall inform members of the committee and RRRA at large of all meetings at least 2 business days prior to calling such a meeting. 12. The Committee Chair shall report to Council at every RRRA meeting and inform representatives of pertinent issues and concerns brought up at the committee meeting. Section 5: Residence Issues Committee (RIC) 1. This committee shall be responsible for addressing all residence issues. These residence issues shall include but not be limited to: a) Internet, b) Housing Concerns, c) Residence Fees, d) Construction, 2. This committee’s sole purpose is to improve the overall residence experience of all students. 3. The President shall be the designated Executive member to sit on the committee. 4. The designated executive member for the Residence Issues Committee is responsible for calling the first meeting of their committee prior to November 1st, at which time the committee shall elect a chair for the remainder of the year. 5. Quorum of the committee is met when a minimum of three members of the association and the designated executive member are present. 6. The Residence Issues Committee shall meet at least once a month between October and March excluding December (under the discretion of the chair).

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7. This committee shall act solely in an advisory capacity to Council and the RRRA Executive, and posses no binding-authority. 8. The Committee Chair shall develop a working relationship with the RRRA Executive, and with the RRRA executive member designated to deal with the Residence Issues Committee. 9. The Committee Chair shall design the Residence Issues committee Agenda for every meeting. Members, with the exception of the RRRA Executive, wishing to have specific items placed on a meeting agenda shall contact the chair 2 business days prior to a scheduled meeting. The agenda will be made available to members 1 business day prior to a scheduled meeting upon request. 10. Emergency meetings may be called at the discretion of the committee chair, at the request of RRRA Council, at the request of the RRRA Executive, or at the request of two members of the Residence Issues Committee. In the latter case, notice will have to be given to the chair within a reasonable time period. 11. The Committee Chair shall inform members of the committee and RRRA at large of all meetings at least 2 business days prior to calling such a meeting. 12. The Committee Chair shall report to Council at every RRRA meeting and inform representatives of pertinent issues and concerns brought up at the committee meeting. Section 6: Special Events and Community Outreach Committee (SECOC) 1. This committee shall be responsible for creating RRRA programming and establishing a link between residence students and the greater community a) This meeting is held to organize the annual Residence Formal. b) Provides a forum to discuss ideas for diverse residence programming and charity based initiatives 2. The Vice President Programming (VPP) will be the designated Executive member to sit on the committee. However, this designation is at the discretion of the RRRA Executive. If members of the RRRA Executive other than the designated member choose to take part in the Committee, they shall sit as ex-officio members. 3. The designated executive member for the Special Events and Community Outreach Committee is responsible for calling the first meeting of their committee prior to November 1st, at which time the committee shall elect a chair for the remainder of the year. 4. Quorum of the committee is met when a minimum of three members of the association and the designated executive member are present.

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5. The Special Events and Community Outreach Committee shall meet at least once a month between October and March excluding December (under the discretion of the chair). 6. This committee shall act solely in an advisory capacity to Council and the RRRA Executive, and posses no binding-authority. 7. The Committee Chair shall develop a working relationship with the RRRA Executive, and with the RRRA executive member designated to deal with Special Events and Community Outreach matters. 8. The Committee Chair shall design the Special Events and Community Outreach committee Agenda for every meeting. Members, with the exception of the RRRA Executive, wishing to have specific items placed on a meeting agenda shall contact the chair 2 business days prior to a scheduled meeting. The agenda will be made available to member’s 1 business day prior to a scheduled meeting upon request. 9. Emergency meetings may be called at the discretion of the committee chair, at the request of RRRA Council, at the request of the RRRA Executive, or at the request of two members of the Special Events and Community Outreach Committee. In the latter case, notice will have to be given to the chair within a reasonable time period. 10. The Committee Chair shall inform members of the committee and RRRA at large of all meetings at least 2 business days prior to calling such a meeting. 11. The Committee Chair shall report to Council at every RRRA meeting and inform representatives of pertinent issues and concerns brought up at the committee meeting.

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POLICIES OF THE RIDEAU RIVER RESIDENCE ASSOCIATION
POLICY I - COUNCIL MEETING PROCEDURES POLICY………………………………… POLICY II- EXECUTIVE TERMS OF REFERENCE….……………………………………... POLICY III- SELECTION OF STAFF PROCEDURES POLICY…………………………… POLICY IV- REFERENDA…………………………………………………………………….. POLICY V- IMPEACHMENT……..…………………………………………………………… POLICY VI- THE RESIN………………………………………………………………………. POLICY VII- CONTINGENCY FUND……………………………………….………………. POLICY VIII- RRRA FOUNDATION AWARDS……………………………………………. POLICY IX- RRRA FOUNDATION BURSARIES…………………………………………… POLICY X- ELECTORAL CODE …………………………………………………………….

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(RRRA Inc.)

POLICY I - COUNCIL MEETING PROCEDURES POLICY
1.0 1.1 Standing Orders Council proceedings and all committees of Council shall be held in accordance with Robert’s Rules of Order. In the event of a conflict between Robert’s Rules of Order and the Association’s Constitution, the latter shall prevail. The first matter to be dealt with by Council at each meeting shall be announcements and correspondence. Any member of the Association can make any number of announcements. No debate shall be allowed during announcements and correspondence. Short questions for clarifications may be allowed at the discretion of the Chair. The second matter to be dealt with by Council at each meeting shall be the corrections and approval of the minutes of the past meetings if they are available. The third matter to be dealt with by Council at each meeting shall be the amendments and approval of the agenda. The fourth matter to be dealt with by Council at each meeting shall be the President’s report. The fifth matter to be dealt with by Council at each meeting shall be the Vice President Administration’s report. The sixth matter to be dealt with by Council at each meeting shall be the Vice President Programming’s report.

1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9

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1.10 1.11 1.12 1.13 1.14 1.15 1.16 1.17 1.18 1.19

The seventh matter to be dealt with by Council at each meeting shall be the CUSA Report. The eighth matter to be dealt with by Council at each meeting shall be the GRC Report. The ninth matter to be dealt with by Council at each meeting shall be the Floor Representative Reports. The tenth matter to be dealt with by Council at each meeting shall be the Committee Reports. The eleventh matter to be dealt with by Council at each meeting shall be the items for information. Questions shall not be permitted throughout sections 1.7-1.11 during the reports. The fourteenth matter to be dealt with by Council at each meeting shall be question period. Any member of the Association may ask a question of any other member of the Association who is present. No debate shall be allowed during the question period, but clarification and supplementary questions may be allowed at the discretion of the Chair. Items of Information a. Items of information shall be considered on the agenda before Other Business. b. Individual Items of Information may be questioned during Question Period. c. Individual Items of Information shall become official Council documents upon being placed on the agenda. d. Individual Items of Information may be inserted as a regular item of business on the agenda upon the request of 1/6 of all Councilors, or the equivalent number of members of the association, during the Approval of the Agenda. After all business arising from the agenda has been dealt with, Council shall consider Other Business. No Council meeting shall extend past 24:00 o’clock, unless extended by a majority of all those present and voting. Speaker’s List The Chair shall keep a list of those who wish to speak and recognize them in order according to gender parity. The Chair will put a speaker on the list for a given question only twice.

1.20 1.21 2.0 2.1 2.2

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2.3 3.0 3.1 3.2 3.3

If a speaker passes when recognized by the Chair, the speaker drops to the bottom of the speakers’ list. The pass does not count as if the speaker had spoken. Voting The results of all votes shall be recorded in the minutes by the Council Clerk. Councilors, or their proxies, may vote “YES” or “NO” or “ABSTAIN”. On a substantive, non-procedural vote, there shall be a roll call vote in which the votes of individual Councilors or their proxies shall be recorded in the minutes. The fact that a Councilor is absent without a proxy, shall also be recorded in the minutes. There shall be a roll call vote on any question at the request of any member of the Association. There shall be a secret ballot: a. Where required by the Constitution b. In staff related matters c. In any vote where members of the Association are candidates to any position appointed by Council. d. Upon request by any member of the Association, subject to Council approval by 2/3 of those present and voting. In a secret ballot, only the Chair and Council Clerk may count the ballots. Only whether the motion passes or fails, or the name (s) of the winner (s) shall be released to Council and recorded in the minutes, unless the Constitution provides otherwise, only the following results shall be released to Council and recorded in the minutes: the winner (s) of elections; the passage or failure of the motion. Media Presence at Council Meetings Should representatives of external media outlets wish to attend a RRRA council meeting, they shall submit a written request to the Vice President Administration no less than 48 hours in advance. The executive committee shall review the request and grant or deny permission of the request. The executive shall report on the status of the requests at the next council meeting. Should council members disagree with the executive’s decision, a majority vote shall overturn the executive’s decision. Representatives of both campus and external media organizations shall identify themselves to the Chair of the meeting before the meeting is called to order. Representatives of media shall not be granted speaking rights. Recording of meeting procedures requires the unanimous consent of council. 30

3.4 3.5

3.6

4.0 4.1

4.2

4.3 4.4 4.5

CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

4.6

Any representative of media that does not respect the rules of council, or is disruptive in any way shall be immediately asked to leave before the meeting continues.

POLICY II - THE EXECUTIVE
1.0 1.1 1.2 1.3 2.0 Composition The Executive shall consist of the President, the Vice President Administration and the Vice President Programming. The Executive also forms the Board of Trustees and Board of Directors of the RRRA Incorporated. In accordance with Ontario corporate by-laws governing Non-profit organization, each member of the Executive must be 18 years of age or older upon taking office. Authority a. The administrative authority of the Association shall be vested in the Executive. The Rideau River Residence Association President shall: 1. Be the chief executive of RRRA and act on behalf of the Association and of Council during her or his term; 2. Be the chair of the Board of Directors of RRRA Inc.; 3. Be the chief spokesperson for the Association; 4. Represent the Association at official functions; 5. Act as a liaison between the Association and the University administration; 6. Act as the Chair of Executive meetings; 7. Oversee the financial operations of the Association and act as Chief Financial Officer; 8. Meet regularly with the President of the University; 9. Be responsible for the reporting of financial matters, the presentation of an annual budget and the presentation of monthly financial statements to the Executive and Council during the President’s current term.

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10. The President shall have signing authority, in conjunction with the Vice President Administration and the Vice President Programming, on all cheques and other instruments of indebtedness that may be issued by the Association. 11. Stay informed and meet regularly with the President of CUSA. 12. Ensure the appropriate training of all full-time and part-time staff as it relates to their terms of references, the RRRA Constitution, its by-laws and policies; 13. Shall work in conjunction with the Operations Manager to establish a working budget; 14. Oversee the Abstentions Manager. 15. Along with the Vice President Administration hire and supervise Council Chair and Council Clerk; 16. Act as a Representative for RRRA on the Orientation Supervisory Board; 17. Be responsible for the operations of the RRRA BikeShare Program. 18. In the event that the President ceases to be a member of the Association, becomes deceased, is impeached, or resigns, the Vice President Administration shall assume all Presidential responsibilities. A hiring board will be convened within one (1) month after the Vice President Administration assumes Presidential responsibility to select a new Vice President Administration. 19. The President ceases to be a member of the board of directors of RRRA Inc. in immediate conjunction with the end of his or her term. 20. Before the end of their term as a member of the board of directors of RRRA Inc., the President shall complete a thorough and detailed final report, to be submitted to the incoming President. 21. The outgoing President shall also allocate a minimum of twenty (20) hours in order to transition the incoming President of his or her responsibilities. The Rideau River Residence Association Vice President Administration shall: 1. Keep members of the Association informed of RRRA Council, any vacancies, and the inaugural meeting dates of Committees; 2. Represent the President and Association during the President’s absence; 3. Sit as a Director of RRRA Incorporated;

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4. Be responsible to the Executive and the Association for the administration and coordination of all RRRA services; 5. Have signing authority, in conjunction with the President and the Vice President Programming, on all cheques and other instruments of indebtedness that may be issued by the Association; 6. Be responsible for all administrative requirements of Council: a. inform Councilors of all Council meetings, with at least forty-eight (48) hours notice; b. maintaining RRRA council records and files; c. organizing and distributing a Student Representative Manual to all Councilors by the beginning of the Fall term; d. Organizing a training session for the council-elect no later than three (3) weeks after the Floor Representative elections; 7. Ensure that the decisions made by council affecting the constitution, bylaws, or policies are recorded, and the document updated appropriately; 8. Co-ordinate of all standing and ad-hoc Committees of Council: a. maintain an effective Standing Committee System b. ensure all Committees meet on a regular basis and report to Council on their progress and decisions c. ensure that each Committee of Council is aware of the dates of Council meetings, and is represented at these meetings d. coordinate the meeting times of committees to ensure that there are no conflicts e. ensure that at least one (1) Executive member is assigned as the primary contact for each committee; 9. Along with the President hire and supervise Council Chair and Council Clerk; 10. Shall oversee the Office Manager; 11. Coordinate the application for and promotion of all work-study positions with RRRA; 12. Shall Administer Floor Representative election in the month of September; 13. Shall Oversee the CEO and DEO involved in conducting the executive elections; 14. Shall assist the President in operations of the RRRA BikeShare Program. 15. Be Responsible for the operations of the RRRA newspaper and the RRRA yearbook; 16. Represent RRRA at CUSA council; 17. In the event that the Vice President Administration ceases to be a member of the Association, becomes deceased, is impeached, or resigns, the President shall assume all 33

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Vice President Administrative responsibilities. A hiring board will be convened within one (1) month after the President assumes Vice President Administration responsibility to select a new Vice President Administration; 18. The Vice President Administration ceases to be a member of the Board of Directors of RRRA Inc. in immediate conjunction with the end of her or his term; 19. Before the end of their term as a member of the board of directors of RRRA Inc., the Vice President Administration shall complete a thorough and detailed final report, to be submitted to the incoming Vice President Administration. 20. The outgoing Vice President Administration shall also allocate a minimum of twenty (20) hours in order to transition the incoming Vice President Administration of his or her responsibilities. The Rideau River Residence Association Vice President Programming shall: 1. Be responsible for the coordination of all sponsorship agreements and any other external funding; 2. Be responsible for the development of promotional and advertising programs and student information materials and monitor their success; 3. Sit as a Director of RRRA Incorporated; 4. Work aggressively to improve awareness of RRRA within the Residence community through public relations and advertising including, but not limited to: a. advertising in the RRRA newspaper b. creation of a monthly events calendar, that would be posted on the bulletin board outside the RRRA office c. regularly publicize (i.e: e-mail, posters, etc.) to members of the Association, the activities of RRRA 5. Make any relevant information to programming available to the RRRA Webmaster; 6. Be the primary contact for all external advertising and advertisers; 7. Be responsible for maintaining a relationship with the Vice President Student Life from CUSA; 8. Shall assist the President in operations of the RRRA BikeShare Program. 9. Have signing authority, in conjunction with the President and Vice President Administration, on all cheques and other instruments of indebtedness that may be issued by the Association;

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10. In the event that the Vice President Programming ceases to be a member of the Association, becomes deceased, is impeached, or resigns, the President shall assume all Vice President Programming responsibilities. A hiring board will be convened within one (1) month after the President assumes Vice President Programming responsibility to select a new Vice President Programming; 11. The Vice President Programming ceases to be a member of the Board of Directors of RRRA Inc. in immediate conjunction with the end of her or his term; 12. Before the end of their term as a member of the board of directors of RRRA Inc., the Vice President Programming shall complete a thorough and detailed final report, to be submitted to the incoming Vice President Programming. 13. The outgoing Vice President Programming shall also allocate a minimum of twenty (20) hours in order to transition the incoming Vice President Programming of his or her responsibilities.

POLICY III - SELECTION OF STAFF PROCEDURES
1.0 1.1 Selection of Staff Procedures The incoming President, Vice President Administration, and Vice President Programming will determine the positions to be hired and will advise the current President and Vice President to advertise those positions in accordance with hiring regulations. Should the same person be on the incoming and outgoing Executive, he or she may appoint another Executive member of the outgoing Executive or a Council member of the outgoing Council to sit in her or his place as outgoing executive member at the Hiring Board. The staff shall be defined as any paid employee of the Association. All staff shall be hired in accordance with the Hiring Board membership requirements. The RRRA hiring board shall consist of a. Two (2) RRRA executives to be determined at the discretion of the executive b. One (1) or Two (2) members of Council that are elected to the hiring board by a majority vote of council. No member of the Association may be denied the right to become staff on any grounds as defined by Article II, section 1.0e of the Constitution. Responsibilities of the staff shall be determined by the Executive and enforced by the appropriate Executive member and/or appropriate area manager. Dismissal of a member of staff, excluding Executive members, shall proceed in the following manner:

1.2

1.3 1.4 1.5

1.6 1.7 1.8

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1. A verbal warning, 2. A written warning, 3. Dismissal. Dismissals shall be made by the appropriate area manager in consultation with the Executive. 1.9 1.10 1.11 Notwithstanding anything in section e., flagrant and unacceptable behavior on the part of a member of staff may result in immediate dismissal without warning. Notwithstanding anything in section d. or Article II, section 1.0e, the RRRA Hiring Policy must be consistent with Canadian Immigration requirements. The Executive will hear appeals in a closed Executive meeting, scheduled no later than twenty (20) days on which Carleton university classes are scheduled after the dismissal occurred.

POLICY IV - REFERENDA
1.0 1.1 1.2 Referenda Procedures A Referendum shall be defined as the submission of an issue of RRRA Council to a direct vote by the entire membership of the Association. Three hundred (300) eligible voters of the Association may petition, to RRRA Council, to call a referendum. The Council may not deny the request, but may word the question of the referendum in keeping with the topic of the request. RRRA Council may call a referendum as they see fit. The date of the referendum will be determined by Council and shall be announced and carried out by the CEO. The date of the referendum must be no less than thirty (30) days after the receipt of a request for the referendum. The results of a referendum will be permanently binding on Council and on the Executive until such a time that it is overturned by another referendum.

1.3 1.4

1.5

POLICY V - IMPEACHMENT
1.0 1.1 Impeachment Procedures Impeachment shall be defined as the process by which an Executive member is removed from her or his position.

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1.2

The President may be removed from office by a two-thirds vote of eligible voters of the Association in an official plenary meeting. Quorum for such a meeting will be no less than two hundred (200) eligible voting members of the Association. Notice for the plenary meeting in section 1.2 must be given in accordance with election regulations. Any Executive member, excluding the President, may be removed from office by a twothirds majority vote of all eligible voting members of the Residence Council by means of an instruction to the President to remove the Executive member from office, or by a twothirds vote of the Executive. The President must execute the action in section 1.4 within three (3) days and may appoint a replacement. Any appeals against actions in this section will be heard by the Executive. Subject to appeal to the Constitutional Board.

1.3 1.4

1.5 1.6

POLICY VI – THE RESIN
1.0 1.1 The Resin The Resin is a service of the Rideau River Residence Association that exists in order to: a. Provide quality unbiased coverage of events that effect the Residence Community, in accordance with proper journalistic ethics and practices. b. Provide students living in Residence with the opportunity to gain experience in writing for a newspaper. c. Inform students about RRRA and the greater campus community. The Resin shall refrain from making libelous and false statements about individuals and their actions and form engaging in slander. The length of each issue of the Resin shall be no less than four (4) pages of which must contain at least $300.00 of advertising revenue, with the exception of the “Welcoming” issue. Additional pages may be added four (4) pages at a time contingent upon an additional $300.00 of advertising per four (4) pages. RRRA shall be guaranteed one (1) one-eighth (1/8) page sized advertisement per four (4) pages per issue free of charge. Any advertising under section 1.5. is not considered part of the required advertising revenue, as described in section 1.3 and 1.4, per issue of the Resin. Any additional, unscheduled issues shall be subject to approval by RRRA council.

1.2 1.3

1.4 1.5 1.6 1.7

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1.8 1.9 1.10 1.11 1.12

The Resin shall include a specific section in the issue distributed after the close of nomination, but before the start of voting, to provide coverage of the election. The organization of said content is to be at the discretion of the editorial staff. Resin editorial staff who are declared candidates or campaign workers shall declare conflict of interest before the publication of any issue during the election campaign. The editorial content is under the sole discretion of the Managing Editor of the Resin, so long as they adhere to the mandate set out in this policy. Continued non-compliance on the part of the Managing Editor with Policy XIV shall result in their dismissal. The managing editor of the Resin is responsible for ensuring a complete annual compilation of issues in a binding, at least one copy of which must be stored in the official university archives. The compilation must be submitted by April 30 of each year. The Resin will be temporarily suspended for the operating year of 2010-2011.

1.13

POLICY VII – BIKESHARE PROGRAM
1.0 1.1 1.2 BikeShare Terms and Conditions The goal of the RRRA BikeShare program is to offer Carleton students, staff and faculty a way to commute on campus and travel around the local community. To be a member of the RRRA BikeShare program, one is required to deposit $10.00 cash upon registration. The deposit will be returned at the end of the academic year (April 2010) given that the member has complied with the RRRA BikeShare regulations as well as membership responsibilities. If the member does not claim their deposit by the end of April 2010 then the deposit will be reinvested into the RRRA BikeShare program. Membership can be cancelled at anytime during the academic year without losing the initial deposit. All memberships are non-transferable, meaning that THE MEMBER is the only person allowed to use the RRRA BikeShare program.

1.3

RRRA BikeShare bikes along with related equipment can be signed-out in the RRRA Office, 209 Residence Commons, during the following hours: Weekdays 9:00 – 3:00pm Or by appointment at 613-520-5641

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Depending on the demand of the bikes and related equipment, bikes for signingout/operation may not be available at the abovementioned times if all bikes and related equipment are already being used. Bikes will be booked in a first-come, first-serve sequence. Bikes and related equipment must be signed-out/booked in person. NO EXCEPTIONS WILL BE MADE. 1.4 RRRA BikeShare bikes and related equipment must be used in a safe and proper manner. Furthermore, all BikeShare bikes and related equipment must be used in accordance with all relevant laws, by-laws and regulations (i.e. traffic regulations).RRRA BikeShare bikes must be returned to the BikeShare bike rack location (located in the residence quad) the business day after the bike is signed-out. The corresponding key for the bike lock as well as any related equipment must be brought to the RRRA office directly after the bike is locked on the rack. The RRRA office’s regular business hours are Monday-Friday 9:00AM – 5:00PM. Therefore, all bikes must be returned the next business day after the bike is signed-out in between 9:00AM – 5:00PM. When the key and related equipment are returned the RRRA executive or office staff will record the time of return of the borrowed item(s) as well as require a signature of the member as a form of confirmation of receipt.All loaned items must be returned in the same condition that they were borrowed. If this is not the case the member will be faced with consequences as outlined in the PENALTIES section. If you fail to return the bike or any associated equipment of the RRRA BIKESHARE program to the designated location on time, you will receive a warning. If this occurs a second time, you will not be eligible to receive your deposit. The third time this happens your membership will be revoked.If the bike or any associated equipment of the RRRA BikeShare program is damaged, stolen or lost, you will not be eligible to receive your deposit, your membership will be revoked and you will be charged the associated cost of repair or replacement, not exceeding the amount of $125.00.Under exceptional circumstances, an alternative decision may be made based on the discretion of the RRRA executive.If RRRA BikeShare bikes or related equipment are used to break any relevant laws, by-laws and regulations the member is responsible to pay all fines, levies, taxes or sanctions imposed in connection with the RRRA BikeShare program. RRRA BikeShare program will strive to offer safe and up-kept bikes and related equipment, however, RRRA cannot guarantee the complete working condition and/or safety of any loaned bikes or related equipment. RRRA strongly encourages the member to properly wear a helmet during all operations of RRRA BIKESHARE equipment. Helmets are available to all members when signing-out a bike. If the member chooses not to wear a helmet, the member does so at their OWN RISK – RRRA is not responsible for any injuries or health related issues that the member may sustain in operation of a RRRA BikeShare bike. If you are involved in or in any way affiliated with an accident, injury or damage while operating any RRRA BikeShare equipment you MUST immediately notify the RRRA executive of the occurrence. Furthermore, you must adhere to city by-laws with respect to the operation of bicycles and traffic regulations.

1.5

1.6

1.7

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POLICY VIII – CONTINGENCY FUND
1.0 1.1 1.2 Contingency Fund Procedures A contingency fund of at least 1% of the total expenses of the Association must be included in the annual budget to protect it from any unforeseen financial difficulties. If the contingency fund is not used by the end of the fiscal year, it must be used to buy a long-term investment such as a GIC or pay off any outstanding debts of the Association.

POLICY IX– RRRA FOUNDATION AWARDS
a. A RRRA Foundation Award shall be defined as any one of four (4) scholarships of $450.00. b. The RRRA Foundation Awards are as follows: i. The RRRA Community Involvement Award, presented to a Residence student who has exhibited: exceptional leadership qualities on their floor throughout the academic year, active involvement in RRRA committees and events, and has displayed a commitment to the improvement of residence life for students. Furthermore, this award is presented to the residence student who, through volunteering time and energy, has been an active member of the greater Ottawa community throughout their residence career. ii. The RRRA Residence Life Competition Award is a creative arts competition. Demonstrate to us what residence life means to you! Through poetry, stories, paintings or film, creatively express what your experience here at residence means to you. The award recipient’s work will further be displayed on the RRRA Website. iii. The Rrraven Award presented to a Residence student who has: been actively engaged in varsity sports and other athletics at Carleton University or to a student whose active involvement in the Carleton Community has further helped contribute to raising school spirit (e.g. involvement with RedZone). iv. The RRRA Social Justice Award, presented to a Residence student who demonstrates a strong commitment to our Residence Community, University Community, and greater local and global communities. The applicant must demonstrate the active desire to enhance the world we live in by indicating past volunteer/work experiences the applicant has had with an organization or individually. Also, it is encouraged that the applicant also indicate (on the Letter of Merit) how the Award will continue to help their active pursuit for global social justice. b. All members of the Association shall be eligible for RRRA Foundation Awards. c. The nomination period for the RRRA Foundation Awards shall be no fewer than fifteen business days. d. All recipients of RRRA Foundation Awards shall be chosen by the RRRA Foundation Awards Board which will be comprised of:

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CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

i. ii. iii. iv.

The Vice President Administration, who shall act as chair of the board. Two Members of Students’ Council who are not applicants for a RRRA Foundation Award. Two members of the Association who are not members of students’ council and are not applicants for a RRRA Foundation Award. Non-voting ex-officio delegates to advise the board on the awarding of the RRRA Foundation Awards where deemed appropriate by the Vice President Administration.

e. Quorum for the Awards Board shall be three voting members, one of which must be the Vice President Administration. f. Applicants for RRRA Foundation Awards may nominate themselves or be nominated by another member of the Association. g. An application shall consist of; i. A resume detailing the applicants contributions to residence ii. At least one but no more than three letters of recommendation of no more than 500 words in length iii. A letter of merit written by the applicant of no more than one page single spaced explaining why they are the best applicant for the award. h. Recipients for the RRRA Foundation Awards will be chosen each year before April 1st by the RRRA Foundation Awards Board. i. When choosing a recipient for a RRRA Foundation Award, the RRRA Foundation Awards Board shall not consider any paid positions with the Department of Housing or with the Rideau River Residence Association. j. When choosing a recipient for a RRRA Foundation Award, the RRRA Foundation Awards Board shall chose recipients for each award based on their fulfillment of the criteria outlined in clause b. k. The RRRA Awards Board reserves the right to consider applicants for awards other than those which they applied for where the Board deems it appropriate by unanimous vote. l. The RRRA Foundation Awards Board retains the sole right to create terms of reference for any new RRRA Foundation Awards, pending the approval of funds for said award by council. m. All decisions of the RRRA Foundation Awards Board regarding recipients of RRRA Awards are final and binding.

POLICY X- RRRA FOUNDATION BURSARIES
a. A RRRA Foundation Bursary shall be defined as any one of four (4) $400.00 bursaries distributed per academic term. b. All members of the Association shall be eligible for RRRA Foundation Bursaries. c. The nomination period for the RRRA Foundation Bursaries shall be no fewer than fifteen business days.

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CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

d. All recipients of RRRA Foundation Bursaries shall be chosen by the RRRA Foundation Bursaries Committee which will be comprised of: i. The Vice President Administration, who shall act as chair of the board. ii. Two Members of Students’ Council who are not applicants for a RRRA Foundation Award. iii. One member of the Association who is not a member of students’ council and is not an applicant for a RRRA Foundation Award. e. Quorum for the Bursary Committee shall be three voting members, one of which must be the Vice President Administration. f. An application for a RRRA Foundation Bursary shall consist of; i. A complete and accurate application form available from the RRRA office. ii. All necessary information verification signatures g. All RRRA Foundation Bursary applicants should be able to provide verification for all financial information provided in their application should it be requested by the Bursary Committee. h. All information provided by the applicant will remain confidential to the RRRA Foundation Bursary Committee. i. Recipients for the RRRA Foundation Bursaries will be chosen each year by the RRRA Foundation Bursary Committee per academic term. j. When choosing a recipient for a RRRA Foundation Bursary, the RRRA Foundation Bursary Committee must base their decision solely on the financial information provided by the applicant, and will not involve any other extraneous factors in their decision making process. k. When choosing a recipient for a RRRA Foundation Bursary, the RRRA Foundation Bursary Committee shall chose recipients for each award based on their fulfillment of the criteria outlined in clause b. l. The RRRA Foundation Bursary Committee retains the sole right to create terms of reference for any new RRRA Foundation Bursaries, pending the approval of funds for said award by council. m. All decisions of the RRRA Foundation Bursary Committee regarding recipients of RRRA Bursaries are final and binding.

POLICY X - Electoral Code
1.0 1.1 1.2 1.3 Definitions “CEO” refers to the position of the Chief Electoral Offier “DEO” Refers to the position of the Deputy Electoral Officer “Candidate” for the purpose of this policy, shall refer to an individual seeking the office of the President, Vice President Administration, Vice President Programming or Floor Representative

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1.4

“Campaigning” refers to the process of distributing, exhibiting, presenting, broadcasting, soliciting or making public any sign of gesture so as to extort or convince any member of the Association to support by ballot or by any means, any candidate or team. “Campaign Material” refers to any object of any size, made of any substance that is clearly marked so as to suggest support for on or more candidate. This includes public internet communication. “Active Campaigning” refers to any campaigning that requires person-to-person interaction. “Public area” refers to any area that is not in any way the interior of any room, suite, or any door leading to the same “Executive team” refers to the Presidential, Vice Presidential Administration, and Vice President Programming candidates as a ticket. Chief Electoral Officer The Chief Electoral Officer (CEO) shall be a non-member of the association selected by a RRRA Hiring Board before the beginning of the electoral process The CEO shall be the senior administrative officer in respect to the elections, byelections, recall or referenda The CEO may not be a candidate in the election The CEO shall be entrusted to 1a. Conduct elections, by-elections, recall and referenda in an honourable, fair and thorough manner, and shall not exhibit or exercise any political of other bias in favour of, or against, any candidate and shall ensure compliance by any officer or employee of their office. 2b. Follow all rules and regulations on elections as outlined in RRRA’s governing documents and ensure all directives from Students’ Council are incorporated in the electoral process. 3c. Ensure the Residence community is aware of any election, by election, recall or referenda. 4d. Declare a conflict of interest should one occur and relinquish any power or authority associated to that conflict to the DEO for the necessary time. 5e. Ensure that all rulings of the Constitutional Board are made known to all candidates and the Residence community within a timely manner 6f. Ensure that the locations and the amount of postering areas for candidates are made public before the closing of nominations. g. The CEO along with the Executive will have exclusive jurisdiction in the scheduling of elections and nomination dates. 7h. The CEO shall have all authority to disqualify any candidate or candidates deemed to violate any policy of the Association during the election campaign. 43

1.5

1.6 1.7 1.8 2.0 2.1 2.2 2.3 2.4

CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

3.0 3.1 3.2 3.3

8 Deputy Electoral Officer The Deputy Electoral Officer (DEO) shall be a neutral member of the association selected by a RRRA Hiring Board before the beginning of the electoral process The DEO may not be a candidate in the election The DEO will be entrusted to: a. perform any duties of the CEO in the event of absence or incapacity of the latter b. assist the CEO in facilitating the day to day operations of any election, by-election, recall or referenda General Elections It shall be the duty of the CEO to schedule the RRRA General Elections before the 15th of February each year. Should a second election be required, it shall be held no later than two (2) school weeks after the nullification of the first election. In the event that no candidate(s) come forward during the scheduled General Election than the CEO must selected new dates and re-run the election. In the event of a joint election between RRRA and the Carleton University Students’ Association (in any polling booth in the Residence complex at which voters may vote for both RRRA and CUSA candidates, where poll clerks are present from both RRRA and CUSA), the RRRA Constitution and Policies shall be interpreted as the pre-eminent Constitution and set of regulations. Should the CEO cease to perform his or her duties during the course of an election, the DEO will become CEO automatically. Should both the CEO and DEO cease their duties, the Vice President Administration or President not seeking election will become directly responsible for execution of the elections. Nominations The CEO will make official Nomination Forms available to all eligible candidates at the beginning and throughout the Nomination Period. Only those members of the Association who are currently undergraduate students, living in residence, and members in good standing may run in an election. The executive election nomination forms shall require the names of the candidates and at least ten (10) signatures of eligible voters of the Association.

4.0 4.1 4.2 4.3 4.4

4.5

5.0 5.1 5.2 5.3

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5.4

Floor Representative nomination forms shall require the names of the candidate and at least two (2) signatures of the Association living on the floor on which the candidate seeks election. The nomination period shall last no less than seven (7) days All nomination forms shall be submitted in person by the candidate(s) to the CEO by the deadline set. At the time of the submission of the nomination form, the time and date shall be recorded on the form and the CEO shall initial in verification of the receipt of the nomination paper. The CEO shall be present in the appropriate election office to receive the nomination forms during the final three (3) hours of the nomination period. Before the commencement of campaign period, there will be a one day validation period beginning at the closing of nomination period. Campaigning The Campaign Period a. The Campaign period shall be selected by the CEO and Executive and shall last a minimum of six (6) days and shall not exceed eight (8) days b. The campaign period shall commence on the day immediately following the close of the validation period and shall end at close of regular voting hours, excluding any advance polls, if any. c. There must be at least one (1) public forum where all candidates are invited to speak and answer questions. d. The CEO shall arrange a public meeting involving all Presidential, Vice Presidential Administration, and Vice President Programming candidates. e. The CEO will be required to post a list of all validated candidates at the commencement of campaign period

5.5 5.6 5.7

5.8 5.9

6.0 6.1

6.2

Campaign Material a. No campaigning or campaign material may appear in public or private areas before the campaign period b. One day prior to the campaign period, any candidate or team may register one and only one hitherto nonexistent internet domain name with the campaign CEO and DEO, which publicize any campaign material until the beginning of campaign period as designated by the CEO. c. The CEO may declare, prior to the campaigning period, any area to be either public or non-public.

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d. Floor Representative candidates shall be limited to five (5) campaign posters in public areas. e. The five (5) campaign posters each Floor Representative is permitted must no exceed the dimensions of 50cm X 1m. f. Campaign expenditures shall be limited to twenty-five Canadian dollars (C$25) for each floor representative candidate. g. The use of RRRA and/or floor representative resources for the purpose of campaigning is strictly prohibited. h. Contents of the campaign material must not convey any message of prejudice, exploitation or abuse on the basis of sex, sexual orientation, race, ethnic origin, language, age, nation or social status, political affiliation, religious belief, disability, or marital status. i. Websites are considered campaign material and as such are subject to the same rules and restrictions as posters/signs. Furthermore, previously non-existent domain names must comply with the RRRA constitution. j. As of the beginning of campaign period each team may host one (1) page or group on a social networking site with a pre-existing domain name (i.e Facebook or Myspace, etc.). In this case electoral officials must be given administrative access to the area before any student or campaign team member is given access to the group. k. Posters must be stamped by the CEO or DEO prior to being posted. l. No campaign materials may be distributed or put up after the opening of the polls. Candidates may actively campaign during this time without the use of election materials. 6.3 Campaign Locations a. Rooms are considered private areas. No campaign materials or materials related to the voting process or elections may be placed on or under doors without the express permission or invitation of the resident (signatures of all occupants of the room/suite are necessary and must be visible on all material). Signs/posters may be displayed in residence room windows at the discretion of the resident (s). b. Active campaigning is acceptable on individual residence floors, as long as the campaigning activity does not infringe upon the Housing Department’s rules regarding quiet hours and noise as stipulated in the Residence Agreement. c. All forms of campaigning are strictly prohibited in Abstentions, RRRA office, Oasis, Residence Cafeteria, and Bree’s Inn d. Campaigning with tables is acceptable in both the main floor and bottom floor (Mail Room of the Residence Commons building). Tables must be booked through the Carleton University Tour and Conference Services privately. Campaigning with tables shall be limited to a maximum of twelve (12) hours and shall not continue later than 20:00 hours on any given day during campaign period. Audio-Visual campaigning shall only be permitted on the bottom floor of Residence Commons, and noise level must be kept at a reasonable limit as determined by the CEO prior to the opening of Campaign period. e. Campaign material shall not be affixed to any glass surface within a public area, as per the policies of the Department of University/Residence Maintenance.

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CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

f. Each executive team may display a maximum of three (3) banners with a maximum dimension of 2 ½ m X 1m in public areas and may, in addition, display five (5) posters not exceeding 20.5cm X 29cm on each of the floors in residence including the stairwells, with the exception of Leeds house, where one poster not exceeding 20.5cm X 29cm will be allowed per wing on each floor. g. Any candidate may campaign in a non-public area provided they have the permission of the person or party of whom or of which the non-public area is the primary concern. h. The CEO will designate postering zones in Residence Commons. Each designated Zone will be allotted a maximum of one poster. 6.4 Campaign Teams a. Executive teams must provide the CEO with a list of all members of their campaign team before said individuals may campaign on behalf of the team. b. As more individuals join the campaign team an updated list must be provided to th CEO c. Campaign team members are subject to the same policies as candidates and any violation will incur the appropriate penalty for the executive team responsible for said campaign team member(s). Infractions Any questions requiring a ruling by the CEO/DEO must be submitted on paper to the CEO and the response will be sent back to all candidates via email. The current RRRA Vice President Administration and/or President will also receive the response as a representative of the Constitutional Board. The procedure to file complaints is as follows: a. The complaint must be submitted to the CEO in writing. b. The CEO and DEO will jointly investigate the complaint. c. If warranted, the complaint may be passed on in writing through the Vice President Administration to the Constitutional Board, which will meet to determine further actions. d. Actions taken by the board will be subject to appeal to the RRRA Council. e. Any grievances must be reported to the CEO within 24 hours from the discovery of the infraction. A challenge to the election results must be submitted within 48 hours of the announcement of election results. Penalties In the event that a complaint is validated by the CEO/DEO a team shall receive: i. a verbal warning from the elections office. ii. A second offence shall incur a written warning from the elections office. iii. Three (3) or more offences shall warrant serious disciplinary action, including but not limited to suspension of resources and/or disqualification.

7.0 7.1

7.2

8.0 8.1

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8.2

Consequences for policy violations will be outlined as specifically as possible but should an unforeseen violation occur, suitable penalties will be created and enforced by the CEO in conjunction with the DEO. The CEO/DEO will examine the context of a specific situation in order to ensure the passing of an appropriate, fair, and equitable ruling. Harassment Penalties

8.3 8.4

a) Any persons submitting a harassment complaint shall receive a written receipt of their claimed infraction. Consequently, all Executive teams and the submitter of the complaint shall receive notice of the decision reached by the CEO and DEO; with right to appeal to the Constitutional Board. b) The CEO/DEO shall determine the disciplinary action subject to the severity and/or recurrence of harassment. Such offences could warrant serious disciplinary action, including but not limited to suspension of resources and/or disqualification. 8.5 Soliciting votes by means of bribery, threats, or other means deemed inappropriate by the CEO and DEO shall result in more serious disciplinary action. 8.6 Failure to follow the rules outlined in “Campaign Materials” Policy 6.2 will result in a verbal warning. The repetition of the same infraction will result in a written warning. Failure to abide by the rules after speaking with the CEO and DEO may result in a possible disqualification. The same procedure will follow for policy 6.3, “Campaign Locations”. 8.7 Failure to hand in a report of expenditures, or exceeding the maximum allowable expenditures shall be grounds for disqualification. 8.8 Any candidate found by the CEO to be in contravention of any clauses pertaining to elections may be subject to immediate disqualification. 8.9 Campaign team members are subject to the same Campaign Procedures as candidates and any violation will incur the appropriate penalty for the executive team responsible for said campaign team member(s). Polling Stations 9.1 The polling stations for General Elections, Recall, or Referenda shall total no less than 8eight (8) in number and shall include at least the following locations: a) One (1) in Residence Commons for the residences of Glengarry building b) One (1) in the main lobby of Russell and Grenville for the residents of Russell and Grenville building. c) One (1) in the tunnel level Dundas for the Residents of Dundas and Stormont building. d) One (1) in the main lobby of Leeds for the residents of Leeds building e) One (1) in the main lobby of Prescott for the residents of Prescott building f) One (1) in the main lobby of Renfrew for the residents of Renfrew building 48

9.0

CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

g) One (1) in the main entrance stairwell of Lanark for the residents of Lanark building h) One (1) in the main entrance of Frontenac for the residents of Frontenac building 9.2 Should additional Residence buildings be constructed, those buildings will be entitled to a voting location in their main entrance. 9.3 The polling station shall remain open for no less than eight (8) hours and no more than twelve (12) hours as the CEO sees fit. Polling stations must be open during both lunch and dinner times as served in the Residence Cafeteria. 9.4 Each polling station shall be equipped with a current list of eligible voters for that building and two poll clerks responsible for this list as well as the ballot boxes associated with them. 9.5 At no time during the voting procedure shall the poll clerk influence or attempt to influence the voter in any way. If the poll clerk is found to have committed the infraction they will be dismissed immediately. 9.6 A large and legible sign shall be placed at each polling station informing voters that they must ensure the poll clerk initials the ballot before giving it to the voter. 9.7 Any and all posters located within the voting area designated by the CEO will be removed prior to the opening of the voting period. 9.8 The voting area will be 20 metres from the ballot box and will be indicated by either string or tape on the floor. No campaigning of any sort shall occur within these boundaries. Candidates should not be located within these boundaries other than to cast their vote in the election. 10.0 Voting Procedure 10.1 When a resident wishes to vote, they shall present their Carleton University identification card to allow the poll clerk to determine the person wishing to vote is an eligible voter and is at the correct polling station associated with their house of residence. 10.2 The voter shall affix his or her initials beside their name on the voter’s list to acknowledge their vote has been cast. 10.3 The poll clerk shall initial the back of each ballot before giving it to the vote; the voter shall then mark their ballot and place it in the ballot box unaided. 10.4 All voting shall be done by secret ballot. Each member of the Association is entitled to vote only once for President, Vice President Administration, and Vice

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CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

President Programming and once for Floor Representative for the floor on which they live. 10.5 Should an electoral dispute occur prior to voting, the Chief Electoral Officer shall have the authority to suspend voting for no more than one (1) day to deal with the dispute. 11.0 11.1 Tabulation Upon the closing of the voting period, the ballot boxes shall be taken immediately by the poll clerks and the CEO or DEO to a sealed room for counting. At no time is anyone other than the CEO, DEO or poll clerk to touch the boxes. The poll clerks on duty at the end of the voting period will be responsible for counting the ballots contained in these boxes. Each executive team is entitled to one scrutineer for each box being counted in the counting room. A valid vote shall be a vote indicating a clear preference for any single candidate, preferably, but not necessarily, taking the form of an ‘X’. All clear preferences, however, are valid votes. The poll clerk shall record the number of votes received by each candidate, the CEO will publicize these results and keep all ballots in RRRA files until the new Executive takes office. Any ballot identifying the voter is void. Any ballot on which the voter has marked more than one candidate’s circle is void A general election or by-election shall be declared final subsequent to three (3) days following the declaration of results. In the event that two or more candidates tie for the most number of votes, the CEO shall call another election to be held between or among the tied candidates. This election must be held no later than two (2) school weeks after the end of voting of the first election. No new candidates and no candidates no tied may run in this election. Ballots Ballots will be written in such a manner so the names of the Presidential candidates are, top to bottom, in alphabetical order according to last names. Names of Vice President Administration candidates will appear under the name of the corresponding Presidential candidate. Names of Vice President Programming Candidates will appear under the name of the corresponding Vice President Administration Candidate. The Presidential candidate’s name will appear surname first, chosen name last; the Vice President

11.2 11.3 11.4

11.5

11.6 11.7 11.8 11.9

12.0 12.1

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CONSTITUTION OF THE RIDEAU RIVER RESIDENCE ASSOCIATION

Administration candidate’s name will appear surname first, chosen name last; the Vice President Programming candidate’s name will appear surname first, chosen name last. 12.2 Only the names of candidates, the position for which they are running for and their team name may appear on ballots.

Campaign Expenses Campaign expenditures shall be limited to two hundred (200) Canadian dollars for each executive team. Campaign expenditures shall be limited to twenty-five Canadian dollars (C$25) for each floor representative candidate. To verify compliance with the campaign expense limit, candidates must provide receipts for all campaign related expenditures, if requested to do so by the elections office. A final report of all expenditures made, along with all receipts, must be submitted to the CEO within 24 hours of the close of the polls. If the candidate or Electoral Group has incurred no expenses, the report shall indicate as such. Executive teams receiving more than ten percent (10%) of the total votes will be reimbursed for fifty percent (50%) of their campaign expenditures as long as all receipts are submitted to the CEO. No campaigning costs of Floor Representative Candidates shall be borne by the Association. 14.0 14.1 14.2 Interpretation Procedures The CEO will be the interpreter of all clauses dealing with the conduct of elections. Subject to appeal to the Constitutional Board In all matters of electoral importance, the CEO shall judge a situation with not only the wording of the constitution in mind, but also the context of a situation. Should the CEO deem the circumstances appropriate, elements of said wording may be ignored. In circumstances where the choice is made to appeal the decisions of the electoral officials to the constitutional board, the board shall also be required to examine only the constitutionality of CEO’s use of contextual judgment in the situation.

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